Contract through1-6-25 through 9-30-25
The primary responsibilities will be acting as a representation of the client team, greet and monitor staff and guests accessing the facility as well as ordering supplies, scheduling conference rooms, contact with maintenance/security, etc. for the office. The Office Manager will also coordinate with building management on behalf of the client, when requested, to comply with building management rules and requests. This position requires a high level of confidentiality and discretion in communications, strong professional and ethical standards, the ability to manage multiple relationships both internally across the firm and externally with clients, excellent time and project management skills, and the ability to understand and adapt to the client’s business needs. An advanced proficiency level of administrative skills, including communication and computing, is required. This position is an in-person role (Monday through Friday) that will require flexibility and may require additional time worked on a weekly basis (overtime as required).
Specific responsibilities include:
• Provide administrative support for up to 150 staff that may occupy the project office
• Manage reception for visitors and guests
• Monitor and manage office supplies inventory, replenishing and restocking office and kitchen supplies as necessary
• Implement and maintain adherence to health and safety code policies and procedures, as defined by the client, DOH, and building management
• Enforce standard office security procedures and security badging accessibly including performing any related duties (as assigned)
• Address and triage building maintenance and/or technology-related requests
• Coordinate with the PMO to disseminate project-wide announcements to the project team related to project facility, health, and safety
• Manage incoming and outgoing mail and packages
• Manage the office calendar and if needed, coordinate meetings for project leadership (3-5 client Partners and Managing Directors) and conferences (and may attend department meetings)
• Order catered meals for office staff, as requested by project leadership
• Process expenditures per the firm policies when requested by project leadership
• Coordinate and organize logistics for office functions, including meetings, conferences, entertainment, receptions, and dinner arrangements with minimal direction from project leaders
• Develop and maintain an efficient filing system for managing customer needs and requirements, including classified and confidential files
• Build relationships and leverage network across the client firms to execute on behalf of executive clients
Qualifications
Required:
• 3+ years of work experience as an administrative assistant supporting high level executives or c-suite executives
• Excellent computer skills – MS Outlook, Word, Excel, PowerPoint
• Excellent interpersonal and communication skills with the ability to provide exceptional customer services to both client staff and clients
• Ability to anticipate problems and take initiative
• Ability to prioritize and multi-task; excellent time management
• Ability to work well in a team environment
• Must have the flexibility to work overtime as required
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future
• Must be able to be in office for in-person support needs
